Administration Assistant

Job description / Role

Functional roles and responsibilities

• To support relevant department by providing professional administration related services, enabling the team to function effectively and efficiently.

• Provide necessary support services to departments and provide general administrative duties to support smooth functioning of business.

• Reconciliation of VCC / Hayaza certificates, stock movement, stock on hand in order to ensure accurate records, in line with the information available on the system.

• Coordinate with sales to receive insurance policy, with GRO for registration of the vehicle and for purchase of Salik tag, etc. prior to delivery to the customer.

• Track the daily vehicle delivery, follow up to ensure timely invoicing of the same and timely processing of customer refunds.

• Timely submission of bank deal documents to F&I and credit invoices to customers.

• In case of trade in of vehicles, ensure appropriate documentation is received and payments received / released as applicable to customer / banks.

• Daily reconciliation of expenses, IOU and cash on hand in a timely and accurate manner.

• Prepare statements of expense, traffic fines, etc. and submit for reimbursement.

• Monitor fines on the system, track status and liaise with concerned staff to clear the same.

• Coordinate with logistics and workshop for movement of vehicles, PDI, issuing PO for accessory fitment, re-conditioning and outside work.

• Ensure all legal documentation is in order prior to release of VCC / Hayaza for all new / used vehicles.

• Ensure applicable system updates in a timely and accurate manner.

• Maintain necessary documentation system for efficient and orderly storage and retrieval of documents / information. Maintain and update all necessary records, files and database.

• Raise LPO’s and ensure timely follow up of the payments.

• Procurement of consumables for the showroom by following all related processes. Planning, organizing and distributing of uniforms and stationery to the floors.

• Monitor leave of staff including posting of leave, arranging annual leave ticket, keep track of unauthorized absenteeism and coordinate with payroll / HR / GR for leave notification, passport request etc.

• Facilitate timely requisition and distribution of employees’ documents such as passports, labor cards and other documents.

• Manage petty cash requirement for the sales department and ensure availability of cash at all times.

Education / certification and continued education

• 12th standard / high school / “O” levels

Years of experience

• 0-2 years relevant experience

Knowledge and skills

• Driving license

• Pleasant personality and good grooming

• Customer service orientation

• Knowledge of written & spoken English

• Relevant experience in the desired field.

About the Company

Established in 1979, Al Tayer Group is a privately-held, diversified company with operations in 12 countries in the Middle East and beyond. With over 7,800 employees from 95 different nationalities, the Group has its headquarters in Dubai, UAE.

Al Tayer Group operates leading, quality-focused businesses in automobile sales and service, luxury and lifestyle retail, perfumes and cosmetics distribution, engineering as well as interiors contracting. The Groups portfolio includes several of the worlds leading brands such as Armani, Bvlgari, Banana Republic, Ford, Ferrari, Gucci, Gap, Harvey Nichols and Maserati. The Group operates over 180 stores across multiple markets in the Middle East. In addition, Al Tayer Group has investments in commercial real estate, contracting, supply chain management, precision tools manufacturing and travel agency services.